1. Evaluations Rollout of SDS Evaluations System
Battle Ground Public Schools October 10, 2013
“Evaluations” is the title of this program just like “Homeroom” is the title of our data management system.
SDS stands for School Data Solutions. SDS is the company that has created Evaluations and Homeroom.

2. How to get to your Evaluations page
Go to the district webpage.
Click the Staff Resources tab.
Click on the Evaluations link. OR
Go to your Homeroom account.
Sign in.
If you do not see the lock symbol and the word Evaluations in this box you will need to add it. Click the + button. Click the Login button. Click the dropdown menu. Click on Evaluations. Put in your Skyward username and your HOMEROOM password if the information doesn’t automatically show in the box. Click the save button. Then click on the word Evaluations and it will take you to the Evaluations system. If you are still having trouble then go to your Google browser and enter the following address:
Evaluations uses the same username and password as your Homeroom account. If you have not activated your Homeroom account you will need to go to the Homeroom website and activate it or call Allison (5364), Judy (5391), or Pauline (5441).

3. Your Account Will Look Similar To This
The calendar in the right hand corner is the date a task is due. This date never changes. It is set for the year. When a task is highlighted blue it means that you are inside that task. It also has an arrow pointing to the right showing you what needs to be done within the task.
Click on a different task to notice how the content on the right changes.

4. What Do Teachers Need To Know?
Administration has set your level for you. Your level depends on your years of experience and whether you will be doing a comprehensive or focused evaluation.
If you think your level is inaccurate talk with your principal.
If you are unable to log into your account you may need to:
Activate your account. Do this through the Homeroom site on the BGPS webpage under staff resources: Homeroom
Call Allison Tuchardt (5364), Judy Ritola (5391) or Pauline Hitch (5441) in the assessment department.
Pauline Hitch will be working for Homeroom as of October 14th. We will let you know her replacement as soon as someone is hired.

5. What Do Teachers Need To Know?
Your tasks are listed on the left hand side of the screen.
The red check marks are the required tasks to complete this year.
The required tasks are determined by your level and state law.
Comprehensive evaluations have more tasks than focused.
There is a small blue scroll bar on the right side of the tasks to help you navigate through the list.
Notice that there are dates listed under each task. A yellow exclamation point will appear in the circle to the left of each task if you do not complete a task by the date listed. At this time, there is no consequence for missing a deadline. It is just informational – a heads-up that you need to work toward completing a task.
The district will be working with the union to determine what kinds of evidence and student growth will need to go into the system. The purpose of today is to learn how to use the system…not to discuss the specifics of what goes into the system.

6. What Do Teachers Need To Know?
Additional tasks can be added by clicking on the button at the bottom of the page. Choose from the dropdown menu: Choose Task Template
BUT…
DO NOT click on the New Task Template…it will add things for the whole district!
An example of a task that a teacher may need to add could be: PLC Meeting
DO NOT click on the New Task Template…it will add things for the whole district.
If someone finds that there is need for a “New Task Template” please contact the Assessment Department. Any New Task Templates that are accidentally added will be deleted by the Assessment Department/SDS…therefore it is imperative that we know and understand the purpose of any new tasks. This will also help us to make decisions about the system needs for future years.

7. Task Definitions
Evaluation Process Meeting: A staff meeting where the principal discusses the process of evaluations for the year.
Self Evaluation: A teacher’s opportunity to look at each criterion and determine his/her proficiency level for each component within that criterion.
Student Growth/Goal Setting Conference: A meeting between the evaluator and each teacher to discuss student and personal growth goals for the year.

8. Task Definitions
Pre-observation Meeting: An opportunity to discuss what the evaluator will see during the observation.
Observation/Evaluation: This task allows the evaluator to document evidence of particular criterion during classroom observations. The write up of the observation will be shared with the teacher when complete. (Note: SDS is in the process of putting the final evaluation into a separate task.)
Post-observation Meeting: An opportunity to discuss what the evaluator saw during the observation.
The pre-observation meeting may be combined with the Student Growth/Goal Setting Conference.
There are multiple lines listed for pre-observation, observation/evaluation and post-observation. This has to so with the number of times that you are required to meet or be observed based on the law. The district will be working with the TPEP steering committee to determine our district’s requirements.

9. Task Definitions
PLC Meeting: This task allows teachers to document the time and location of collaboration meetings. These meetings may or may not include evaluators.
Evidence Criterion: A place to record evidence and artifacts showing work toward each criterion.
Focused evaluations, in , only require evidence for #8. Teachers may choose to document other criteria.
Comprehensive evaluations require evidence for all

10. Task Definitions
Final Self Evaluation: A repeat of the self evaluation from the beginning of the year, giving the teacher the opportunity to judge his/her growth throughout the year.
Student Growth Evidence Review: A meeting with the evaluator to discuss student and personal growth throughout the year.
TPEP Final Evaluation Conference: A meeting with the evaluator to discuss the final evaluation.
The student growth evidence review and the TPEP final evaluation conference may be combined.

11. More Details
The slides that follow give more specific information regarding some of the tasks.

12. Setting Dates and Times for Meetings
Next to each meeting will be a calendar. This will be used to set dates and times.
Currently, the calendar does not link to Outlook or Google. Check with your evaluator or your account for meeting dates and times.
Who gets to set the date and time of a meeting is determined by the person’s role. Some meetings must be set by the evaluator. Others may be set by either party.
We are working with the company to add a way to communicate the dates and times of meetings through s or connections to calendars. We will let you know when updates are made.
There is space to make notes about the meeting if you need/want to share specific information about the meeting.

13. Marking a Meeting Complete
Click the Mark Complete button.
The circle next to the task will fill in with a green check mark.
If you need to go back and change the details of a meeting after it is complete click the Completed button. Click Yes, Mark Incomplete and adjust the details.
The person who gets to mark the meeting as complete is determined by the person’s role (evaluator or evaluatee). Some meetings must be marked complete by the evaluator. Others may be marked by either party.

14. Example of Adding Information: Student Growth/Goal Setting Conf.
When you meet with your evaluator you can add your goals, activities, resources, evidence gathering plan, and additional resources. If you take the time to write the information in these boxes during your conference the information will automatically show up in the “Goals” section of the Evaluations system.
You can upload a document into this section. If you want a document to be used as part of the evidence for a criterion then you would want to upload it to the specific Criterion task. Uploading a file is similar to attaching a document to an .

15. Entering information regarding PLC meetings is similar to the process for entering information in the goal setting conference.
PLC Meeting

16. Pre and Post Observation Meetings
These are meetings that are set by the evaluator. There is nothing else that the teacher needs to do with these tasks.

17. Observation/Evaluation
The evaluator will complete this section and share it with the teacher when it is done. It is a Read Only document. It will look similar to the Self-Evaluation.
Observation/Evaluation
Note: SDS is in the process of putting the final evaluation into a separate task called “Summary”. We will share information as it becomes available.

18. Example: Observation/Evaluation
Notes by the evaluator will show up under each component. An observation will primarily contain factual statements on observable practices. An evaluation will contain professional opinions based on evidence gathered in observations as well as student growth data and artifacts.

19. Criterion Specific Evidence
Teachers can upload artifacts as well as take notes about evidence collected for each criterion. Click the Upload File(s) button.
Teachers can also add files using data from the Homeroom system. Click on the Add Data Extract(s) button in the bottom right corner.
A “Data Extract” looks at one point in time.

20. Data Extracts from Homeroom
Log in to Homeroom.
Create and save your data extract. (More info to come in Nov.)
Click on the Add Data Extract(s) button.
Select the data extract you want to use.
Click the Save as Evidence button.
Name it.
If you want to show growth over time you would need to take a “Data Snapshot” at the beginning of the year and then again, later in the year.
Our next Train the Trainers meeting will be Wednesday, November 20th from 1:00-3:00 at Lewisville in Rooms C21 and C22. You may come at noon or stay until 4:00 for extra help.

21. TPEP Final Evaluation Conference
Once the final evaluation is complete it will be shared with the teacher. A copy will be printed for both the teacher and the evaluator to sign.
We are working with SDS to develop the wording on the signature portion of this document. It will be changed to the BGPS wording prior to summative evaluations being printed. Currently this is still a proposal.

22. Options Bar
There are other options, besides Tasks, on the bar at the top of the Evaluations page. Click on each option to view information specific to it.
There are 4 areas you can work on in the Evaluations system:
Tasks
Support Team (Otherwise known as Professional Learning Communities)
Goals (You may have done some work on this during your goal setting conference. It will show up here if you did it already.)
Student Progress

23. Option: Support Teams (PLCs)
We are experiencing some glitches with this page but have submitted them to the company and hope they will be fixed soon. Currently the system will hold the meeting date, but not the time or location and the system is not saving “Edit Task” information.

24. Option: Goals
Goals that were added as part of the Student Growth/Goal Setting Conference or PLC Meeting will show here.

25. Option: Student Progress
Cohort data may be used to show student growth. Further clarification of cohort analysis will be discussed at future trainings.
This is something you will use more toward the end of the school year. At this point in the year you will want to use more “Data Extract” charts than student progress charts.

26. For Those Interested in Cohort Data: How to Get Started
Select the student group
Pick the 1st assessment
Pick the 2nd assessment
Load Chart
Save as evidence if you want to add it to your evaluation

27. Practice: Complete Self Eval Task
Click on the Self Evaluation box.
Click on the Open Evaluation link.
Notice the completion bar. This helps keep track of how much of the task is complete.
Click on the component (ex. 1.1) Notice the arrow pointing right.
The completion bar is linked to the required tasks in each level of evaluation. If you only have to do criterion 8 it will move over more quickly than if you have to do all of the criterion. You CAN choose to fill out all of the criterion even if they are not required for your level of evaluation.

28. Practice: Complete Self Eval Task
Click in the proficiency level box for each criterion – expressing your proficiency in each area.
Practice: Complete Self Eval Task
Use the blue scroll bar on the right side to move down the page.

29. Practice: Complete Self Eval Task
If needing help to determine the overall proficiency level, scroll down to the bottom of the page to read the critical attributes of each level. Check the appropriate box.
Notes may be added in the Notes box between the proficiency level and the critical attributes if needed.

30. Practice: Complete Self Eval Task
When done with the self evaluation click on the Share w/Evaluator button. This allows the evaluator to see the document.
The Share w/Evaluator icon can be toggled on or off.
The document may be printed for hardcopy. The electronic version will always be available within the Evaluations system.
At this point participants are encouraged to complete the self evaluation.